Accounting and Finances
Reimbursements and Check Requests
Use this form to request vendor payments and reimbursements. Please attach images of all receipts, or a copy of the invoice / work order via the form (at the bottom). If there are multiple items inside a reimbursement, please provide an itemized list with the receipts. For multiple receipts you can provide an image of as many as can fit in one picture.
Invoices are paid within 30 days of receipt and is the preferred method for vendor payments. Reimbursements are issued as soon as possible; please use personal funds for AAC activity as a last resort.
Examples:
- A volunteer bought the burgers for the section bbq and needs to be reimbursed from the section account.
- A chapter printed a bunch of hats for their fundraiser and needs to pay the printer.
Incoming Revenue and Deposits Form
Fill this out to report any checks or cash being sent to the AAC’s Golden office or if you are wiring/depositing money electronically. This is also used to report any incoming checks sent by online platforms. Any money that is sent to the main office, or deposited, without information identifying it as being meant for a chapter may get added to the general fund. Ensure your revenue gets placed in your account using this form.
Examples:
- Eventbrite is sending the Golden office registration money for your weekend outing. Eventbrite does not include your chapter name on their checks.
- Your Section was just awarded a grant from an industry partner, and they will be sending the check to the Golden office. It likely won’t have any description on the check.
- A local member wants to donate money to your chapter and will be wiring our bank the funds.
Deposit and Wire Information (also fill out and submit deposit form above)
W9 Form
A W9 form is required from any independent contractor/individual who we pay more than $600 in any calendar year. You can send them this link, have them fill it out, and send it directly to Kelly Pittenger (kpittenger@americanalpineclub.org).
Examples:
- You pay a speaker $750 to keynote your Section’s Annual Dinner
- You pay a guide $800 to teach your weekend anchor building/rappelling clinic
An individual, business, or organization is supporting the AAC through a donation of goods, services, or cash. Make sure they get recognized by the Golden office knows about it by reporting it here.